No. 2143(21)- RD/P/NREGA/18M-02/07 Dated: Sub: SOP on Job Card Verification

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1 GOVERNMENT OF WEST BENGAL PANCHAYATS & RURAL DEVELOPMENT DEPARTMENT 9 TH FLOOR, JOINT ADMINISTRATIVE BUILDING BLOCK HC, PLOT 7, SECTOR III, SALT LAKE CITY, KOLKATA No. 2143(21)- RD/P/NREGA/18M-02/07 Dated: From: Dibyendu Sarkar, Commissioner, MGNREGA To: The Principal Secretary, GTA The District Magistrate and District Programme Co-Ordinator(All) The Additional Executive Officer, Siliguri Mahakuma Parishad Sub: SOP on Job Card Verification Madam/Sir, You are aware of the fact that, it is one of the mandates of the MGNREGA programme, to verify existing job cards at a regular interval and where necessary to issue new job cards. For the last few months, under instruction of Ministry of Rural Development, Government of India, an intensive process for verification of job cards has been initiated. As of date, against a total no. of job cards, have already been verified. However if we consider the job cards termed as active, are those which are in the field at least once in last three financial years, the present strength of active job cards is out of which has already been verified. Percentagewise or achievement is 69.59% of all job cards and % of active job cards. It is appreciated that the field functionaries have taken this activity in right earnest and could reflect substantial achievement in job card verification. However in respect of job cards, the following issues may kindly be considered. 1) What exactly has to be verified :- When a job card is presented before the appropriate authority of the Gram Panchayat/Block, the following particulars need to be verified- a) Whether the head of household as indicated in job card continues to exist. If not, the name should be deleted both from the head of household and from the list of job seekers of the job card. An alternative name should be entered. b) Name of all job seekers as entered in the job card should be verified with reference to their existence in the household and ordinary residence in the area. If not, the name should be deleted. c) If there is an additional adult member in the family whose name is not there in job card and household wants to include the name, the name should be included. ( Page 1 of 16 )

2 d) There should be individual photograph of the head of the household and each of the job seekers. All such photographs should be authenticated by the appropriate authority. e) The account particulars of all the members of the household should separately be verified. If any job seeker in the household does not have account in bank/post Office, the head of the household should be advised to get a single account opened in the name of the job seeker and update it in the job card. f) On consent of all job seekers included in job card, the particulars should be clearly written in the document. Particulars as to which employment asked, work allocated, persondays provided and the days of works should be reflected in the job card. If there are gaps, necessary efforts should be made to fill up such gaps. g) Particulars of received wage for the work done time to time should also be included in the job card. 2) How to verify :- All such verification is to be made with the reference produced by the household and or to the basis of available data in the MIS. On verification, specific entries against which changes are made are to be signed by the competent authority. On the face of the job card, the word Verified should be stamped/ hand written. There should be signature of the appropriate authority below the stamp. 3) Appropriate authority for verification :- In terms of the Act, Prodhan of the Gram Panchayat or the Programme Officer is authorised to issue job card. Accordingly same official/authority is supposed to verify job card. However Prodhan/ Programme Officer may delegate the responsibility of the verification of the jobcard on the officers on his/her control. However such authority given should be in writing. 4) Deletion of the job card in course of verification :- A) While verifying job card, there might be certain cases where household express his/her willing not to continue his/her status as job card holder. In such cases the household name with appropriate job card no. may be marked as deleted. B) There might be certain cases that the household presenting the job card no longer stays in the village or there is no other member in the family to continue. In both the cases, job card may be deleted after recording a written order. C) There might be certain cases that in spite of repeated awareness campaign and special camps organized for the job card holders have not came to present the job card. All such pending cases should be listed as part of a public notice. The notice should be published in the notice board of block/gp as well as there should be special ( Page 2 of 16 )

3 efforts for communication of the intention of the authority to delete the job card after observing the household failed appeared within specific time frame( 15 days time may be given). Once the time frame is over, another public notice should be given, indicating the job card which is to be finally deleted. The list of such job cards should be placed and approved in the gram sabha also. 5) What does deletion of the job card means :- Deletion of the job card means, a) cancellation of the physical job card, b) deletion of the job card from the physical registers maintained in the GP and deletion of the same from database of MIS ( in These instructions may be strictly followed at the time of verification of the job card and during deletion of the job card. We are also enclosing certain notional cases and action required in such cases and entries required in the MIS. Case- 1 : The job card holder has worked once or more in last 5 years from the issue of job card and he/she wants to continue to get employment under MGNREGA. The present job card( physical copy of which is under the custody of the beneficiary) should be stamped as "Complete" and new job card(physical copy) may be issued. In both the job cards(old as well the new copy), date of closure of old job card and the date of issue of new job card must be written. The job card no. cannot be changed in any circumstance during issuance of new job card. Case- 2: The job card holder got the job card 5 years ago. But he/she has not worked under MGNREGA in this period and is not interested to receive any more benefit from MGNREGA. In this case, a declaration must be taken from the head of household about the unwillingness. The same should be placed in Gram Sabha meeting and has to be included in the resolution. After that it will be approved by the concerned Programme Officer and the job card should be marked as "Cancelled" physically and the same has to be marked as "Deleted" in MIS also with valid reason. Case- 3: The household has shifted/migrated from one GP to another GP within the same block or from one block to another block within the same district. ( Page 3 of 16 )

4 The job card has to be cancelled by the Programme Officer from its old panchayat and the same should be presented (the name of the HHs) in Gram Sabha meeting. Same has to be updated in MIS (the job card will be marked as "Deleted" with proper reason ). A new job card will be issued to the household after due verification by the concerned Programme Officer in the new Panchayat. Case- 4: The household has shifted/migrated from one sansad to another sansad within the same Gram Panchayat. The job card will not be changed. Only new sansad no. has to be updated in the physical job card. The same has to be approved by the Programme Officer and the MIS has to be updated also. Case- 5: The family/household is now divided into two or more families. The applicants who are now separated from the old family/household, should be issued new job card/s after due verification. The old job card has to be updated also and the names of the applicants who are separated should be deleted from the job card. The whole process has to be updated in MIS accordingly. The reason of deletion of the applicant in the MIS has to be properly mentioned. Case- 6: The Panchayat is declared as Municipality/Municipal Corporation. All households residing in this area will cease to have the facilities of employment on production of the existing Job Cards. All such Job Cards will be considered as automatically cancelled. The MIS has to be updated from Programme Officer end and these Job Cards have to be marked as "Deleted" with appropriate reason. Case- 7: Death of any applicant in the household. His/her name must be cancelled from the Job Card and the same has to be updated in MIS from Programme Officer end in the job card module. Case-8 : Death of head of household who was the only applicant in the job card. The Job Card has to be cancelled from Programme Officer end and same should be marked as ( Page 4 of 16 )

5 "Deleted" in MIS from PO end. Programme Officer will instruct the GP to place such cases in Gram Sabha meeting for approval. Case- 9: The Job Card is found fake The Job Card will be cancelled and the same has to be placed before the Gram Sabha. Programme Officer will cancel the Job Card and the same will be updated as "Deleted" in the MIS with appropriate reason. Case- 10: Job Card with different number and same Head of Household Name Physical verification is to be made for each of such job card. If it is found that the same household is holding more than one job card then all other job cards will have to be cancelled except one job card which he/she intends to continue. The list of such job card can be viewed from the following link in State District Block Alerts Job Card Job Card Verification Job Card with different number and same Head of Household Name Case- 11: Addition of new applicant/s in the existing job card. The Job Card no. will not be changed. If there is less than 10(ten) applicants, the new applicant/s will be incorporated in the existing job card after necessary verification and getting permission from the PO end. The job card will be updated in MIS from the end of PO. It may kindly be noted that - In all the above cases, the cancelled Job Cards have to be marked as "Cancelled" on the top page of the Job Cards with authorized signature and stamp of the Programme Officer and will remain in the custody of the Programme Officer. For the new/updated job cards, following particulars are mandatory to be mentioned- A. Head of Household name in full, age, gender, account detail (single account), Aadhaar/EID no. B. Applicant name in full, age, gender, account detail (single account), Aadhaar/EID no. C. Single colour photo for each applicant. Same will be for the head of household. MIS Process of Job Card Verification & User Manual ( Page 5 of 16 )

6 It may kindly be noted that MIS updating/uploading has to be done after the job card is physically verified and updated. The Job Card Verification option has been provided at Programme Officer - Data Entry Login, under Registration module with link name "Verification of Job Card". This link is to be used after addition of applicant /deletion of applicant, account detail updating, Aadhaar/EID updating processes are completed in MIS. Job Card verification will be done in MIS as detailed below- Open Programme Officer data entry log-in - On clicking of the link, the following screen will appear: ( Page 6 of 16 )

7 Description of the fields: Panchayat: User may select Panchayat from the drop-down list, displayed corresponding to the block selected. Village: On selection of Panchayat, list of villages(sansads) corresponding to the selected Panchayat will be displayed. User may select Village in which job cards have to be verified. Search by Family-Id. : Note: In the Job card no. WB /016, 016 is the family-id. If user knows the family-id of the job card to be verified, he/she may just enter the familyid in the text box provided(shown below). ( Page 7 of 16 )

8 On clicking of Search image displayed after the text box, the system will search the matching family-id within the selected Village. If found, it will display the record as follows: In case, if the matching family-id is not found, the system will prompt a message like No record found!, as shown below: ( Page 8 of 16 )

9 If user doesn t know the family-id, he/she may click the Search image leaving the text box empty and the system will display all the records (page wise) which are not yet verified, as shown in the following screen: For verification of a job card, the following criteria are mandatory: 1) Individual worker/applicant photo has to be uploaded if not uploaded already. 2) Account detail has to be updated for all applicants before a particular applicant is allocated employment. ( Page 9 of 16 )

10 3) Aadhhar/EID no. is mandatory for each applicant in the job card. The fields in the Job Card verification page are explained below. Job Card verification page (shown above) has to be updated after the completion of the above processes. First 7(seven) fields are un-editable. If any of the field is shown blank, it has to be updated first from respective link. Then user has to declared the following - a) Whether the family photo has been uploaded If family photo of a household is already uploaded, it shows a View family photo link and on clicking of this link, it shows family photo. If family photo of a household is not yet uploaded, a link Upload family photo will be displayed (shown below). On clicking of this link, a separate window will be opened to upload family photo. User may click Choose file and choose and upload the photo. (The photo file must be in jpg format and can have a maximum size of 30 KB) b) Whether the worker photo has been uploaded If worker s photo of a household is already uploaded, it shows a View worker s photo link and on clicking of this link, it shows worker s photo. ( Page 10 of 16 )

11 If worker s photo of a household is not yet uploaded, a link Upload worker s photo will be displayed. On clicking of this link, a separate window will be opened to upload worker s photo. User may click Choose file and select and upload the photo. (The photo file must be in jpg format and can have a maximum size of 30 KB) Alternatively, Family photo and Applicant photo(s) can be uploaded from the link mentioned below- GP log-in ---> Registration Data Entry Module ---> Upload Photo It will open the screen as below. Choose Family Photo, Applicant Photo(s) from the photo folder ( Page 11 of 16 )

12 in the machine and upload it. c) Whether demand, allocation, payment detail is updated physically in the job card If the details of demand, allocation, work done and payment details are updated in physical Job card, user can choose Yes option. This is a mandatory field to save the record. In case, if the physical job card is not updated and choosing of No option, it will not allow the user to save the record. d) Whether the job card is physically verified ( the last verification date has to be entered ) If the physical job card is verified, user can choose Yes option and enter the date of last verification. This is a mandatory field to save the record. In case, if the physical job card is not verified and choosing of No option, it will not allow the user to save the record. Finally the "Save" button is to be clicked to upload the job card as "Verified" "Add Applicant" process in MIS Step-1 : Enter into GP data entry log-in ( Page 12 of 16 )

13 Step-2 : Click the link and fill up the necessary detail of the new Applicant in the job card as shown below(name of the applicant, gender, age, date of birth, relation with head of household and reason of addition ). Then click on the "Add Applicant " link on the bottom of the page to save the detail. "Delete Applicant" process in MIS Step-1 : ( Page 13 of 16 )

14 Enter into the DPC log-in Step-2 : In the page select appropriate block, GP, Sansad and the job card no. Select the applicant who is to be deleted. The check box is to be checked as shown below. The reason and date from which the deletion will be effective have to be mentioned. Then click the "Delete" button at the bottom of the page to finally delete the applicant from the job card. "Delete Job Card" process in MIS ( Page 14 of 16 )

15 Step-1 : Enter into the Programme Officer log-in Step-2 : Choose the GP, sansad and appropriate job card no. which is to be deleted. It will show the detail/applicant in the job card. Select the reason of deletion and the date from which the deletion will be effective. The click the button "Delete" at the bottom of the page. This will delete the job card. Please note that the Job Card Verification has to be 100% for all GPs in the district for the job cards seeded in MIS. Necessary updating may be done as per the verification process. The whole ( Page 15 of 16 )

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